1. 7 th Edition  Read-Smith, Ginn Records Management © 2002 South-Western Educational Publishing Chapter 2 Alphabetic Indexing Rules 1–5

2. © 2002 South-Western Educational Publishing Business Records  Provide information to aid in making decisions  Must be stored for efficient information retrieval

3. © 2002 South-Western Educational Publishing ARMA  Acronym for Association of Records Managers and Administrators, Inc.  Publishes Simplified Filing Standard Rules to aid in records management

4. © 2002 South-Western Educational Publishing Alphabetic Storage Method  A common filing or storage method  Records arranged according to the letters of the alphabet Taxes Projects Applications

5. © 2002 South-Western Educational Publishing Indexing  The mental process of determining the filing segment (name) by which a record is to be stored  A filing segment contains units BAILEY / CLOTHING / STORE Filing Segment Key UnitUnit 2Unit 3

6. © 2002 South-Western Educational Publishing Coding  Marking a record to indicate the name, subject, or number by which it is to be stored BAILEY / CLOTHING / STORE Key UnitUnit 2Unit 3 Underline the key unit Number remaining units 23 Place a diagonal between units

7. © 2002 South-Western Educational Publishing Indexing Rule 1  Personal names indexing order  Surname (last name)  Given (first) name or initial  Middle name or initial  Personal names indexing order  Surname (last name)  Given (first) name or initial  Middle name or initial  Business names indexed as written 2 3 SIEBERT / EDITH / ANN 2 3 SIEBERT / EDITH / ANN 2 SIEBERT / HARDWARE 2 SIEBERT / HARDWARE

8. © 2002 South-Western Educational Publishing Indexing Rule 2  Minor words in business names considered separate units  Articles: a, an, the  Prepositions: at, in, out, on, with, for, by  Conjunctions: and, but, or, nor  Minor words in business names considered separate units  Articles: a, an, the  Prepositions: at, in, out, on, with, for, by  Conjunctions: and, but, or, nor  Symbols considered spelled in full 2 3 4 GOLF / BY / THE / SHORE 2 3 4 GOLF / BY / THE / SHORE $ & Deal Store 2 3 4 DOLLAR / AND / DEAL / STORE $ & Deal Store 2 3 4 DOLLAR / AND / DEAL / STORE

9. © 2002 South-Western Educational Publishing Indexing Rule 3  All punctuation disregarded when indexing  Personal names  All punctuation disregarded when indexing  Personal names “A-OK” Pilot Shop 2 3 AOK / PILOT / SHOP “A-OK” Pilot Shop 2 3 AOK / PILOT / SHOP  Business names Rosetta Allen-Carter 2 ALLENCARTER / ROSETTA Rosetta Allen-Carter 2 ALLENCARTER / ROSETTA

10. © 2002 South-Western Educational Publishing Indexing Rule 4  Single letters and abbreviations  Personal names – Separate units as written  Single letters and abbreviations  Personal names – Separate units as written US Bancorp, Inc. 2 3 US / BANCORP / INC US Bancorp, Inc. 2 3 US / BANCORP / INC  Business names – Indexed as written Wm. T. Albania 2 3 ALBANIA / WM / T Wm. T. Albania 2 3 ALBANIA / WM / T WFLW Radio 2 WFLW / RADIO WFLW Radio 2 WFLW / RADIO

11. © 2002 South-Western Educational Publishing Indexing Rule 5  Titles and suffixes  Personal names – Separate units after the name  Titles and suffixes  Personal names – Separate units after the name Mr. Video Corner 2 3 MR / VIDEO / CORNER Mr. Video Corner 2 3 MR / VIDEO / CORNER  Business names – Indexed as written Ms. Ada Johnson, CPA 2 3 4 JOHNSON / ADA / CPA / MS Ms. Ada Johnson, CPA 2 3 4 JOHNSON / ADA / CPA / MS

12. © 2002 South-Western Educational Publishing Card Record  Used for storing information that is referenced often  Provides the durability to withstand frequent handling  Often called a unit record or unitized record because it contains one main item or piece of information

13. © 2002 South-Western Educational Publishing Card Record Example RAMIREZ ROSA MS 105 Ms. Rosa Ramirez 350 Arbury Drive Iowa City, IA 52245-0350 RAMIREZ ROSA MS 105 Ms. Rosa Ramirez 350 Arbury Drive Iowa City, IA 52245-0350 Name and address as written Code number of card Name of person or business in indexing order

14. © 2002 South-Western Educational Publishing Cross-Reference  Shows alternate name for a record  Shows the location of the record CRAFT AND BURNS INC 106 Craft & Burns, Inc. 489 Maple Ave. Iowa City, IA 52245-0350 CRAFT AND BURNS INC 106 Craft & Burns, Inc. 489 Maple Ave. Iowa City, IA 52245-0350 Card Record Cross-reference BURNS AND CRAFT INC 106X SEE CRAFT AND BURNS INC BURNS AND CRAFT INC 106X SEE CRAFT AND BURNS INC

15. © 2002 South-Western Educational Publishing Cross-Reference Unusual names Hyphenated surnames Alternate names Similar names Compound names Abbreviations and acronyms Popular or coined names Hyphenated names  Prepare cross-references for  Business names  Personal names